Global Events Systems & Operations Coordinator (FTC, 6 months)

GreenLight Workforce Solutions Inc

United States

RemoteCareer-pivot friendly

Who this role is best for

A natural match if you have experience in events operations and managing cross-functional workflows.

Best fit for

Candidates with experience in events operations and cross-functional coordination
— “The Global Events Systems & Operations Coordinator will help maintain the trackers, templates, reporting views, and documentation that help OpenAI’s Global Events team manage work across regions and programs.”
Individuals who have used AI tools like ChatGPT to streamline administrative work
— “Implement agreed workflow improvements and use approved AI tools, including ChatGPT and Codex, to reduce repetitive work while protecting accuracy and confidentiality.”
Professionals skilled in maintaining shared documentation and tracking systems across multiple stakeholders
— “Maintain Events trackers, templates, reporting views, and workflow guidance in Airtable, Zip, Planned, and Google Workspace.”

Things to consider

Requires in-office presence in San Francisco for three days per week
— “Candidates must be based in San Francisco and work from the office three days per week.”
Role involves close coordination with multiple departments such as Procurement and Legal
— “You will own the Events side of these workflows, partnering with Procurement, Legal, Finance, and Accounts Payable.”

How to stand out

Highlight your ability to implement AI tools to reduce repetitive tasks
— “Implement agreed workflow improvements and use approved AI tools, including ChatGPT and Codex, to reduce repetitive work.”
Showcase your proactive follow-through and communication skills in your resume and interviews
— “Follow through on outstanding actions, provide concise Slack updates, and escalate blockers or competing priorities.”
Demonstrate your ability to manage multiple projects and deadlines effectively
— “Experience maintaining shared trackers, templates, and documentation while coordinating multiple projects and deadlines.”
Include examples of past work with budget tracking and invoice reconciliation
— “Track budgets, commitments, invoices, and payment status with Event Managers, Finance, and Accounts Payable; flag discrepancies and support reconciliation.”

Pace · SteadyCollaboration · HighAutonomy · MediumDecision Impact · Team

Derived from job-description analysis by Serendipath's career intelligence engine.

What success looks like

Maintained accurate and consistent Events records
Implemented agreed workflow improvements using AI tools

Typical background

At least 2 years of experience in events operations, systems coordination, project coordination, or a related operational support role

Skills & requirements

Required

Events-systems-coordinationProcess-improvementWorkflow-coordinationBudget-trackingContract-submissionsInvoice-submissionsVendor-onboardingCross-functional-handoffsProject-coordinationOperational-supportSpreadsheet-skillsCommunicationRepetitive-work-reductionAi-tool-utilizationAirtableZipPlannedGoogle-workspaceSlack

Preferred

ChatgptCodexGlobal-events-supportMarketing-operations

Stack & domain

AirtableZipPlannedGoogle WorkspaceSlackEvents TrackersTemplatesReporting ViewsWorkflow GuidanceContract And Purchase Request SubmissionsBudget TrackingPayment Status TrackingVendor OnboardingCross-functional HandoffsAI Tools (chatgpt, Codex)OrganizedProactiveComfortable Following Work Through To CompletionImproving How Teams WorkReducing Repetitive Administrative TasksClear Written And Verbal Communication SkillsWorking Independently Within Established ProcessesIdentifying Issues And Escalating When Guidance Or A Decision Is NeededEvents OperationsSystems CoordinationProject CoordinationOperational Support

About the role

Original posting from GreenLight Workforce Solutions Inc via Ashby

ABOUT OPENAI
OpenAI is an AI research and deployment company dedicated to ensuring that general-purpose artificial intelligence benefits all of humanity. We push the boundaries of the capabilities of AI systems and seek to safely deploy them to the world through our products.
At OpenAI, we believe artificial intelligence has the potential to help people solve immense global challenges, and we want the upside of AI to be widely shared. Join us in shaping the future of technology.
ABOUT THE ROLE
The Global Events Systems & Operations Coordinator will help maintain the trackers, templates, reporting views, and documentation that help OpenAI’s Global Events team manage work across regions and programs. This is a contract role with a 6-month term, reporting to the Events Operations Manager.
The role combines day-to-day workflow coordination with practical process improvement. You will keep Events records accurate, coordinate contract and purchase request submissions, track budgets and payment status, and implement agreed improvements using tools such as Airtable, Zip, Planned, and Google Workspace.
You will own the Events side of these workflows, partnering with Procurement, Legal, Finance, and Accounts Payable, who retain responsibility for their respective processes, reviews, and approvals. The Events Operations Manager will set priorities across competing requests.
The ideal candidate is organized, proactive, and comfortable following work through to completion across multiple stakeholders. They enjoy improving how teams work and using approved AI tools to reduce repetitive administrative tasks.
Candidates must be based in San Francisco and work from the office three days per week.
IN THIS ROLE, YOU WILL
Maintain Events trackers, templates, reporting views, and workflow guidance in Airtable, Zip, Planned, and Google Workspace.
Coordinate contract and purchase requests with Procurement and Legal; check invoice submissions for complete, consistent documentation.
Track budgets, commitments, invoices, and payment status with Event Managers, Finance, and Accounts Payable; flag discrepancies and support reconciliation.
Coordinate vendor onboarding and cross-functional handoffs, keeping owners, deadlines, and next steps clear.
Follow through on outstanding actions, provide concise Slack updates, and escalate blockers or competing priorities to the Events Operations Manager.
Implement agreed workflow improvements and use approved AI tools, including ChatGPT and Codex, to reduce repetitive work while protecting accuracy and confidentiality.
YOU MIGHT THRIVE IN THIS ROLE IF YOU HAVE
At least 2 years of experience in events operations, systems coordination, project coordination, or a related operational support role.
Experience maintaining shared trackers, templates, and documentation while coordinating multiple projects and deadlines.
Strong spreadsheet skills and attention to detail, including checking records for completeness and reconciling information across systems.
Experience coordinating purchase requests, invoice submissions, or budget tracking, with an understanding of approval workflows.
Clear written and verbal communication skills, with the ability to follow up effectively across internal teams and external vendors.
The ability to work independently within established processes, identify issues, and escalate when guidance or a decision is needed.
Experience using ChatGPT, Codex, or similar AI tools, and the ability to learn new systems quickly.
Interest in OpenAI’s mission and improving how teams work through technology.
Familiarity with Airtable, Zip, Planned, Google Workspace, and Slack is a plus, as is experience supporting global events or marketing operations.

Source: GreenLight Workforce Solutions Inc careers (Ashby)